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EXECUTIVE ASSISTANT
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EXECUTIVE ASSISTANT
Salary
$35.93 - $50.30 Hourly
Location
City of Long Beach, CA
Job Type
Unclassified - Full-Time, Permanent
Job Number
HE24-109
Department
Health & Human Services - (UC)
Opening Date
04/22/2024
Closing Date
5/22/2024 11:59 PM Pacific
Description
Benefits
Questions
DESCRIPTION
T H E C O M M U N I T Y
The City of Long Beach is located south of Los Angeles and adjacent to Orange County, making it an idyllic location with oceanside activities, diverse culture, and a unique economy. Long Beach is home to approximately 470,000 residents living across the area’s 51 square miles, including 169 parks with 26 community centers and many public spaces. This community is one of the most diverse in the United States, making it an excellent place to learn about and immerse yourself in various cultures. When you live in Long Beach, you get to enjoy the Southern California climate all year long, making surfing, hiking, golfing, and other outdoor activities popular in this area. Biking is a favorite pastime among residents, as this area is bike friendly. Walking around town is also easy, considering the City was rated the 10th “Most Walkable City” of over 100 cities globally. Long Beach features six miles of beaches and many parks and public spaces, as well as the Long Beach Convention Center, Aquarium of the Pacific, Queen Mary, and the annual IndyCar Acura Grand Prix of Long Beach.
C I T Y G O V E R N M E N T
The City of Long Beach is a charter city that is governed by nine City Council members elected by districts and a City-wide elected Mayor. The City Manager is appointed by the City Council and oversees 15 City departments, including the Department of Health and Human Services. The City operates on a budget of $3.2 billion and employs approximately 6,048 full-time staff. Long Beach is one of only three cities in California with its own health department and one of the very few municipalities with its own water and gas departments.
The City of Long Beach is committed to creating a workplace where every employee is valued for who they are, and for the unique skills they bring to their role. Having a workforce that reflects the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. The City is committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.
T H E D E P A R T M E N T
The Department of Health and Human Services has been improving the health of the Long Beach community for over a century, and Long Beach is one of only three municipal health jurisdictions in the State of California, as well as one of three City homeless continuums of care in Los Angeles County. The Department recently received public health reaccreditation and works to address matters of public health and safety, including communicable disease, strengthening the public safety net, and equitable access to care. Of the Department’s $170 million budget, more than 80% comes from grant funding. The Department is overseen by the Director of Health and Human Services and has more than 55 programs serving the health and wellness of the City. It is organized into seven bureaus—Community Health, Communicable Disease and Emergency Response, Collective Impact, Environmental Health, Homeless Services, the Housing Authority, and Administrative and Financial Services. The Department operates its programs and services as efficiently and effectively as possible, using technology, innovation, and creativity to enhance the quality of services provided to the Long Beach community.
EXAMPLES OF DUTIES
T H E P O S I T I O N
The Department of Health and Human Services has an immediate opening for an Executive Assistant to the Director. This demanding position requires an energetic, organized, flexible individual who responds well in a fast-paced environment and has exceptional customer service skills. The Executive Assistant supports the Department and City missions by ensuring that the Director is able to communicate their intent to other City leadership, including but not limited to, the Mayor and City Council, City Manager’s Office, and fellow City department heads.
This position serves as the primary administrative support for the Department's Director and management team. The position is unclassified, permanent, and full-time, located at the Health and Human Services Administration Office, 2525 Grand Avenue, Long Beach, CA.
Specific duties include:
Interacts effectively with the Department Director, Deputy Director, Health Officer, and all levels of department management;
Serves as liaison to the public, elected officials, City Manager's Office, and City departments on behalf of the Director;
Leads all aspects of City Council letter processing and correspondence with the public and outside agencies;
Prepares and manages City correspondence, reports, memorandums, and other documents. Responsible for accuracy and clarity of final copy by proofreading for adherence to agency branding standards;
Maintains calendars and assists with preparation for meetings, including coordinating biweekly all-staff meetings, trainings, and appointments for the Director, Deputy Director and City Health Officer;
Coordinates requests from the City Council, City Manager's Office, City Departments, the public, or other clients;
Coordinates Public Records Act Requests and Subpoena processing;
Provides support to the Board of Health and Human Services (agenda, meeting minutes, compliance);
Compiles information and data for use in preparing various records and reports;
Utilize current best practices and technology (eg. Microsoft Teams, SharePoint, appropriate AI tools) to optimize department-wide efficiency and communication;
Maintains the departments global email distribution lists and acts as an administrator for Microsoft Teams;
Prepares detailed and comprehensive written reports;
Identify and implement efficiency that support management and the department;
Assists with gathering, researching, reviewing, tracking, comparing, verifying and maintaining data and preparing announcements, publications, program materials, and general operations in the department;
Facilitates office moves, coordinates staffing changes and equipment purchases;
Assists with administration and communication-related policies, procedures, manuals, flyers, and tools;
May supervise other clerical personnel;
May assume responsibility for office in absence of department head;
Performs special projects as assigned;
Performs other related duties as required.
THE IDEAL CANIDATE
Excellent interpersonal skills and the ability to interact effectively with all levels of leadership and staff;
Ability to work independently and consistently and produce accurate work products in a timely manner in a high workload environment;
Exercises a high degree of strict confidentiality, initiative, and resourcefulness;
Excellent written and verbal communication skills, and strong proofreading skills;
Excellent planning, interpersonal, and time management skills;
Exceptional verbal, written, and customer service skills;
Manages multiple assignments with competing priorities;
Demonstrated experience managing and coordinating complex projects and being responsible for other department’s deadlines;
Ability to quickly assemble information, seek out key details, and use good judgment when making decisions;
Ability to work weekends, holidays, and overtime as required for Emergency Operations Center (EOC) activations and emergencies;
Highly flexible and adaptable with respect to changing priorities;
Demonstrate honesty, integrity, and a strong sense of ownership over their work, outcomes and behavior; and strives to learn and grow from their experiences
Strong attention to detail;
Proficiency in spelling, grammar, punctuation, and English language skills; and,
Proficiency in a wide range of software, including Word, Excel, PowerPoint, and Outlook.
REQUIREMENTS TO FILE
MINIMUM REQUIREMENTS
Five years of progressively responsible clerical and/or administrative assistant experience;
Valid Class C Motor Vehicle Operator License. (Required to obtain a California Class C Motor Vehicle operator license within 6 months if out of state. California residents are required to submit a DMV K4 driver license information report during onboarding if selected for the position).
DESIRABLE QUALIFICATIONS
Public sector experience.
Public health knowledge or experience.
Advanced skills Microsoft applications.
Working with/for executive leadership experience.
Project management software experience.
SELECTION PROCEDURE
This recruitment will close at 11:59PM PST, on May 22, 2024. T o be considered, applicants must submit a resume, cover letter, and proof of education in PDF format. Applications will be reviewed for depth and breadth of experience, and for level and relatedness of education. The most qualified candidates will be invited to participate in further selection procedures. The selected candidate may be required to go through a background check and a physical examination prior to appointment. Applicants who do not meet the minimum requirements, including submission of all required attachments, will not be considered. For questions regarding this recruitment, please contact (562) 570-6927.
The City of Long Beach is an Equal Opportunity Employer . We value and encourage diversity in our workforce. The City of Long Beach is committed to creating a workplace where every employee is valued for who they are. Having our workforce reflect the diversity of our community at various levels of the organization is a continuous goal embraced by our departments, management staff, and policymakers. To support efforts of fairness and diversity, City Leadership is committed to incorporating equity and inclusion into our work by supporting staff and community partners. We are committed to promoting transparency by publishing updated demographic information for employees, including workforce diversity data and pay by race and gender.
The City of Long Beach will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You are not required to disclose your criminal history or participate in a background check until you receive a conditional job offer. If the City of Long Beach has concerns about a conviction that is directly related to the job after making a conditional job offer and conducting a background check, you will have the opportunity to explain the circumstances surrounding the conviction, provide evidence to mitigate concerns, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting https://calcivilrights.ca.gov/fair-chance-act
The City of Long Beach intends to provide reasonable accommodations in accordance with theAmericans with Disabilities Actof 1990. If a special accommodation is desired, or if you would like to request this information in an alternative format, please call (562) 570-6927 .
For technical support with your governmentjobs.com application, please contact (855) 524-5627.
The City of Long Beach offers its employees opportunities to grow personally and professionally. As a permanent employee, you are eligible to receive fringe benefits that include:
Retirement: California Public Employees' Retirement System (PERS) defined benefit retirement plan, which is coordinated with Social Security. The benefit is 2.5% or 2.7% (depending on hire date) @55 for "Classic" members and 2% @62 for new members as defined by PEPRA, subject to the compensation limitations set by PERS. Both the City and the employee contributes toward CalPERS retirement contributions. The city also participates in Social Security.
Health and Dental Insurance: The City offers the choice of HMO and PPO plans. The city pays major portion of the premium for employee and dependents depending on the health/ dental plan selected.
Life Insurance: City-paid term life insurance policy equal to three (3) times annual salary to a maximum of $500,000.
Disability Insurance: City-paid short-term and long-term disability insurance.
Management Physical: Annual City-paid physical examination.
Vacation: Twelve (12) vacation days after the first year of service; 15 days after four years, six months of service; 20 days after 19 years, six months of service.
Executive Leave: Forty (40) hours Executive Leave per year. The City Manager has discretion to grant an additional 40 hours each year.
Sick Leave: One day earned per month; unlimited accumulation; conversion upon retirement to cash credit toward health and/or dental insurance premiums, or to pension credits.
Holidays: Eleven (11) designated holidays per year, plus four personal holidays to be used at the employee's discretion.
Transportation Allowance: Monthly allowance is allocated by classifications below;
Department Head $650.00
Deputy Director/Manager/Director (Harbor/Utilities) $550.00
Division Officer/Superintendent/ Chief of Staff / Administrator / Principal DCA $450.00
Assistant to Executive / Executive Assistant / Executive Secretary/ Executive Support Staff $300.00
Deferred Compensation Plan: Optional for employee contribution to a supplementary retirement savings program available through Mission Square Retirement formerly ICMA-RC Retirement Corporation).
Classic CalPERS Members: The City will contribute a maximum of up to two percent (2%) of base salary* for all qualified Classic CalPERS members.
Public Employees’ Pension Reform Act (PEPRA) CalPERS Members: Effective the second full pay period following City Council adoption, the City contribution will increase from two percent (2%) to three percent (3%) of base salary* for all qualified PEPRA CalPERS members.
Flexible Spending Account (FSA): Optional election for employees to reduce taxable income for payment of allowable childcare or medical expenses.
Flexible/Hybrid Work Schedule: Available (subject to City Manager approval).
Paid Parental Leave:The City provides one hundred and sixty (160) hours of Paid Parental Leave at 100% of salary, for the birth, adoption or foster placement of a child, regardless of the gender, marital status or sexual orientation of the parent.
01
INSTRUCTIONS:The purpose of these supplemental questions is to derive more specific information about the qualifications of applicants for this position. Applicants must clearly demonstrate their qualifying experience. These questions will serve as the basis for qualifying candidates for advancement into the selection process. Do you understand the information in the statement above?
Yes
No
02
MINIMUM REQUIRMENTSDo you have five (5) years of progressively clerical and/or administrative assistant experience?
Yes, I possess five (5) years of progressively clerical and/or administrative assistant experience.
No, I do not possess five (5) years of progressively clerical and/or administrative assistant experience.
03
Do you have a valid driver's license or the ability to arrange necessary and timely transportation for field travel? May be required for some assignments.
Yes, I have a valid driver's license.
No, I do not have a valid driver's license but I have the ability to arrange necessary and timely transportation.
No, I do not have a valid driver's license or the ability to arrange necessary and timely transportation.
04
REQUIRED ATTACHMENTS NOTICE:I understand that required documents, such as resumes, cover letters, degrees, transcripts, certificates, or licenses, must be uploaded to my online application in PDF format at the time of filing. I also understand that any proofs submitted must contain either my name or other identifying characteristic on the form, that proof of education for academic degrees must indicate degree conferral, and that proof of education for degrees or units outside the United States must include proof of educational equivalency.
Yes
No
05
CERTIFICATION STATEMENT:I hereby certify that all information provided in my online application, including the Supplemental Questionnaire, is true and complete to the best of my knowledge. I acknowledge that the department may contact my current and past employers or educators to verify the information that I have provided in my application. I understand that any falsification or omission of material facts disqualifies me from further consideration for this recruitment. To certify the above statement, please type your full name
Required Question
Agency
City of Long Beach
Department
Health & Human Services - (UC)
Address
2525 Grand Avenue
Long Beach, California, 90815
Phone
(562) 570-4102
Website
https://www.governmentjobs.com/careers/longbeach
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